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7 books in 1--your key to PowerPoint success! Your one-stop guide to perfect presentations with PowerPoint2007 Everybody uses PowerPoint, right? How can you make yourpresentations pop? Check this handy reference with its easy-to-useminibooks! Once you get going with all the cool new stuff inPowerPoint 2007, you find out how to jazz up your presentationswith charts, transitions, photos, animation, and even someultra-cool power-user tricks. Discover how to * Plan and create a presentation * Use speed techniques * Handle master slides and master styles * Customize slides with themes and templates * Make diagrams and charts * Create video slides
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Seitenzahl: 838
Veröffentlichungsjahr: 2011
by Peter Weverka
PowerPoint® 2007 All-in-One Desk Reference For Dummies®
Published byWiley Publishing, Inc.111 River St.Hoboken, NJ 07030-5774www.wiley.com
Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana
Published by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at http://www.wiley.com/go/permissions.
Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. PowerPoint is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book.
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Library of Congress Control Number: 2006925912
ISBN-13: 978-0-470-04062-1
ISBN-10: 0-470-04062-9
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
1O/RU/RS/QW/IN
Peter Weverka is the bestselling author of several For Dummies books, including Office All-in-One Desk Reference For Dummies and Microsoft Money For Dummies, as well as 30 other computer books about various topics. Peter’s humorous articles and stories — none related to computers, thankfully — have appeared in Harper’s, SPY, The Argonaut, and other magazines for grown-ups.
For Aiko Sophia and Henry Gabriel.
This book owes a lot to many hard-working people at Wiley Publishing in Indiana. I would like once again to thank Steve Hayes for his good advice, his encouragement, and the opportunity to write another ForDummies book.
Susan Christophersen knows the editing craft as well as any editor I have ever worked with. It was a pleasure — once again — to work with her.
Technical editor Joyce Nielsen made sure that all the explanations in this book are indeed accurate, and I would like to thank her for her excellent work and suggestions for improving this book. I would also like to thank Rich Tennant for the witty cartoons you will find on the pages of this book, and Ty Koontz for writing the index.
These people at the Wiley offices in Indianapolis gave their all to this book, and I want to acknowledge them by name:
Claudia Bell, Amanda Foxworth, John Greenough, Joyce Haughey, Steve Hayes, Jodi Jensen, Stephanie D. Jumper, Jessica Kramer, Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan, Erin Smith, Ryan Steffen, Ronald Terry, Laura VanWinkle, Erin Zeltner
Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my vampire-like working hours and eerie demeanor at the breakfast table. How will I ever repay you?
We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/.
Some of the people who helped bring this book to market include the following:
Acquisitions, Editorial, and Media Development
Project and Copy Editor: Susan Christophersen
Senior Acquisitions Editor: Steve Hayes
Technical Editor: Joyce Nielsen
Editorial Manager: Jodi Jensen
Editorial Assistant: Amanda Foxworth
Cartoons: Rich Tennant (www.the5thwave.com)
Composition Services
Project Coordinators: Erin Smith, Ryan Steffen
Layout and Graphics: Claudia Bell, Joyce Haughey, Stephanie D. Jumper, Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan, Ronald Terry, Erin Zeltner
Proofreaders: Jessica Kramer, John Greenough, Christy Pingleton, Techbooks
Indexer: Ty Koontz
Publishing and Editorial for Technology Dummies
Richard Swadley, Vice President and Executive Group Publisher
Andy Cummings, Vice President and Publisher
Mary Bednarek, Executive Acquisitions Director
Mary C. Corder, Editorial Director
Publishing for Consumer Dummies
Diane Graves Steele, Vice President and Publisher
Joyce Pepple, Acquisitions Director
Composition Services
Gerry Fahey, Vice President of Production Services
Debbie Stailey, Director of Composition Services
Title
Introduction
What’s in This Book, Anyway?
What Makes This Book Special
Foolish Assumptions
Conventions Used in This Book
Icons Used in This Book
Good Luck, Reader!
Book I : Getting Started in PowerPoint
Chapter 1: Introducing PowerPoint
PowerPoint Slides
Some PowerPoint Jargon
PowerPoint as a Communication Tool
A Whirlwind Tour of PowerPoint
Chapter 2: PowerPoint Nuts and Bolts
Starting PowerPoint
Creating a New Presentation
Saving Your Presentation Files
Opening and Closing Presentations
Entering the Document Properties
Understanding the New PowerPoint XML Format
Shortcut Commands Worth Knowing
Chapter 3: Finding Your Way around the PowerPoint Screen
A Brief Geography Lesson
Knowing Your Way around the New PowerPoint Interface
Zooming In, Zooming Out
Getting a Better View of Your Work
Hiding and Displaying the Slides Pane and Notes Pane
Displaying, Hiding, and Reading the Ruler
Chapter 4: Planning Ahead for a Solid Presentation
Formulating Your Presentation
Designing Your Presentation
Delivering Your Presentation
Book II : Building Your Presentation
Chapter 1: Inserting and Handling Slides
Understanding How Slides Are Constructed
Creating New Slides for Your Presentation
Selecting a Different Layout for a Slide
Changing the Size and Orientation of Slides
Displaying Slides So That You Can Manipulate Them
Selecting, Moving, and Deleting Slides
Hidden Slides for All Contingencies
Chapter 2: Handling Master Slides and Master Styles
Using Master Slides and Master Styles for a Consistent Design
Ground Rules for Handling Master Slides
Altering a Master Slide
Creating Another Slide Master
Restoring a Redesigned Presentation to Its Original State
Removing a Background Graphic from a Single Slide
Chapter 3: Handling Slide Backgrounds
Looking at Themes and Background Styles
Design Considerations
Making a Theme for Your Presentation
Creating Slide Backgrounds on Your Own
Changing the Background of a Single or Handful of Slides
Chapter 4: Entering the Text
Entering Text: The Basics
Normal/Outline View for Reading and Editing Text
Manipulating the Text
Changing the Look of Text
Quick Ways to Handle Case, or Capitalization
Entering Symbols, Foreign Characters, Quote Marks, and Dashes
Correcting Typos Automatically with the AutoCorrect Command
Finding and Replacing Text
Correcting Your Spelling Errors
Researching a Topic inside PowerPoint
Finding the Right Word with the Thesaurus
Working with Text Written in a Foreign Language
Translating Foreign-Language Text
Smart Tags, Smart Alecks
Chapter 5: Formatting Text on a Slide
Putting a Text Box on a Slide
Using a Shape as a Text Box
Selecting Text Boxes and Text Frames
Changing the Direction of Text
Controlling How Text Fits in Text Frames and Text Boxes
Positioning Text in Frames and Text Boxes
Handling Bulleted and Numbered Lists
Fine-Tuning the Text Layout
Putting Footers (and Headers) on Slides
Book III : Communicating with Tables, Charts, and Diagrams
Chapter 1: Constructing the Perfect Table
Talking Table Jargon
Creating a Table
Entering the Text and Numbers
Selecting Different Parts of a Table
Aligning Text in Columns and Rows
Merging and Splitting Cells
Laying Out Your Table
Formatting Your Table
Neat Table Tricks
Chapter 2: Putting a Chart on a Slide
A Mercifully Brief Anatomy Lesson
The Basics: Creating a Chart
Choosing the Right Chart
Providing the Raw Data for Your Chart
Changing a Chart’s Appearance
Saving a Chart as a Template so You Can Use It Again
Chart Tricks for the Daring and Heroic
Converting Old Charts to PowerPoint 2007 Charts
Troubleshooting a Chart
Chapter 3: Putting Diagrams on Slides
The Basics: Creating SmartArt Diagrams
Creating the Initial Diagram
Changing the Size and Position of a Diagram
Laying Out the Diagram Shapes
Handling the Text on Diagram Shapes
Changing a Diagram’s Direction
Choosing a Look for Your Diagram
Changing the Appearance of Diagram Shapes
Creating a Diagram from Scratch
Writing Equations with the Equation Editor
Book IV : Embellishing Your Slides with Graphics and Shapes
Chapter 1: Drawing Shapes, Lines, and Other Objects
The Basics: Drawing Lines and Shapes
Drawing Lines and Arrows
Connecting Shapes with Connectors
Drawing Rectangles, Ovals, Stars, and Other Shapes
Exchanging One Shape for Another
Using a Shape as a Text Box
WordArt for Bending, Spindling, and Mutilating Text
Chapter 2: Managing and Manipulating Objects
The Basics: Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects
Selecting Objects So That You Can Manipulate Them
Laying Out Objects with the Grid, Drawing Guides, and Rulers
Changing an Object’s Size
Changing an Object’s Proportions
Positioning Objects on a Slide
Copying Objects
When Objects Overlap: Choosing Which Appears above the Other
Rotating and Flipping Objects
Tricks for Aligning and Distributing Objects
Changing an Object’s Color, Outline Color, and Transparency
Putting a Third Dimension on an Object
Putting a Shadow on an Object
Grouping Objects to Make Working with Them Easier
Chapter 3: Decorating Slides with Graphics and Photographs
All about Picture File Formats
Choosing File Formats for Graphics
The All-Important Copyright Issue
Inserting a Graphic on a Slide
Touching Up a Graphic
Compressing Graphics to Save Disk Space
Using Graphics as Backgrounds
Putting Together a Photo Album
Using Microsoft Office Picture Manager
Chapter 4: Decorating Slides with Clip Art
What Is Clip Art?
Inserting a Clip-Art Image in a Slide
Tinkering with Clip Art’s Appearance
Handling Media Files with the Clip Organizer
Book V : Flash and Dash
Chapter 1: Taking Advantage of Transitions and Animations
Comparing Transitions and Animations
Showing Transitions between Slides
A Short but Sweet Animation Primer
The Quick Way to Animate a Slide
Advanced Techniques for Animating Slides
Playing Sounds along with Animations
Suggestions for Animating Slides
Chapter 2: Making Video Slides
Looking before You Leap
Placing Videos on Slides
Starting and Pausing a Video during a Presentation
Fine-Tuning a Video Presentation
Adding Spice to Your Video Presentation
Chapter 3: Making Sound and Music a Part of a Presentation
Ways to Include Sound in a Presentation
A Word about Sound File Formats
Using Sounds: A Precautionary Tale
Finding Sound Files on the Internet
Marking Slide Transitions with Sound
Inserting Sound Files in Presentations
Telling PowerPoint When and How to Play a Sound File
Starting, Pausing, and Resuming a Sound File
Recording a Voice Narration for PowerPoint
Book VI : Giving a Presentation
Chapter 1: Giving an In-Person Presentation
Rehearsing and Timing Your Presentation
Putting on the Finishing Touches
Showing Your Presentation
Drawing on Slides
Pointing with the Arrow
Making Use of Blank Screens
Customizing Shows for Particular Audiences
Chapter 2: Speaker Notes and Handouts
What Are Notes and Handouts?
All about Notes
Providing Handouts for Your Audience
Printing an Outline Version of Your Presentation
Printing Slides, Handouts, and Notes Pages
Chapter 3: Creating a Self-Running Presentation
Good Uses for Self-Running Presentations
Challenges of a Self-Running Presentation
Deciding How Long to Keep Slides On-Screen
Telling PowerPoint that Your Presentation Is Self-Running
Starting and Ending a Self-Running Presentation
Chapter 4: Creating a User-Run Presentation
What Is a User-Run Presentation?
Uses for User-Run Presentations
Challenges of a User-Run Presentation
Making Yours a User-Run Presentation
Action Buttons vs. Hyperlinks
Action Buttons for Going from Slide to Slide
Creating Hyperlinks
Making Sure That Your Presentation Doesn’t Stall
Chapter 5: Alternative Ways to Distribute Presentations
Putting On the Finishing Touches
Sending Your Presentation in an E-Mail Message
Packaging Your Presentation on a CD
Distributing Your Presentation to People Who Don’t Have PowerPoint
Saving Your Presentation as a Web Page
Book VII : PowerPoint for Power Users
Chapter 1: Customizing PowerPoint
Customizing the Quick Access Toolbar
Customizing the Status Bar
Changing Color Schemes
Chapter 2: Creating a Presentation Design for Your Company
Creating a Template for Your Presentation Designs
Making Your Company Colors Part of the Design
Making Your Company’s Fonts Part of the Design
Designing Your Template
Creating Slide Layouts for Your Template
Including Boilerplate Content in the Slide Design
Telling Co-Workers How to Use Your Template
Chapter 3: Collaborating with Others on a Presentation
Comments for Critiquing Others’ Work
Locking a Presentation with a Password
Sharing Slides in a Slide Library
Collaborating with Others Using SharePoint Services
Chapter 4: Linking and Embedding for Compound Presentations
What Is OLE, Anyway?
Embedding Data from Other Programs on a PowerPoint Slide
Linking a PowerPoint Slide to Data in Another File
Chapter 5: Automating Tasks with Macros
What Is a Macro?
Displaying the Developer Tab
Managing the Macro Security Problem
Running a Macro
Running a Macro from a Button on the Quick Access Toolbar
Installing Add-Ins
Taking a peek at PowerPoint
Understanding PowerPoint jargon
Communicating by way of PowerPoint presentations
Taking a quick tour of the program
In this short chapter, I take you to the end of a pier, briefly explain what swimming is, and push you in the water. As you thrash about, I tell you what a PowerPoint presentation is and explain some PowerPoint jargon. Then I fish you out of the water and take you on a whirlwind tour of PowerPoint. By the time you finish reading this chapter, you will know what creating a PowerPoint presentation entails.
Figure 1-1 (top) shows the PowerPoint window. That thing in the middle is a slide, PowerPoint’s word for an image that you show your audience. Surrounding the slide are many tools for entering text and decorating slides. When the time comes to show your slides, you dispense with the tools and make the slide fill the screen, as shown in Figure 1-1 (bottom). Throughout this book, you will find instructions for making slides and for constructing a presentation, the PowerPoint word that describes all the slides, from first to last, that you show to your audience.
Figure 1-1: The PowerPoint window (top) and a slide as it looks in a presentation (bottom).
To make PowerPoint do your bidding, you need to know a little jargon:
Presentation: All the slides, from start to finish, that you show your audience. Sometimes presentations are called “slide shows.” Presentations are saved in presentation files (.pptx files).
Slides: The images you create with PowerPoint. During a presentation, slides appear on-screen one after the other. Don’t be put off by the word slide and dreary memories of sitting through your uncle’s slide-show vacation memories. You don’t need a slide projector to show these slides. You can now plug a laptop or other computer into special monitors that display PowerPoint slides. (Book II, Chapter 1 describes how to create slides.)
Notes: Printed pages that you, the speaker, write and print so that you know what to say during a presentation. Only the speaker sees notes. (Book VI, Chapter 2 explains notes.)
Handout: Printed pages that you may give to the audience after a presentation. A handout shows the slides in the presentation. Handouts are also known by the somewhat derogatory term “leave-behinds.” (Book VI, Chapter 2 explains handouts.)
PowerPoint isn’t just a speaker’s aid, but a means of communicating something to an audience — an idea, a business plan, a marketing strategy. PowerPoint has become so popular in part because it relieves the burden of public speaking. A nervous public speaker (and who isn’t a nervous public speaker?) can avert the attention of the audience to the slides and allow the slides to carry the day. But those slides in and of themselves can be great means of communication. PowerPoint offers numerous ways to communicate with an audience above and beyond what can be said in words:
Colors: Your color choices set the tone and suggest what you want to convey in your presentation. Book II, Chapter 3 explains how to choose colors; Book VII, Chapter 2 describes how to incorporate a company’s colors (and logo) in a presentation.
Photographs and other images: A picture, they say, is worth a thousand words. Spare yourself from having to speak thousands of words by including pictures in your presentation. Book IV, Chapters 3 and 4 explain how to grace a slide with pictures and clip-art images.
Tables: Support your proposal with table data. No one will be able to refute you. Book III, Chapter 1 explains how to create tables.
Charts: For comparing and presenting data, nothing beats a chart. Book III, Chapter 2 explains charts.
Diagrams: With diagrams, the audience can literally visualize a relationship, concept, or idea. Book III, Chapter 3 explains how to create diagrams.
Shapes and text-box shapes: You can use lines, shapes, and text box shapes (shapes with words on them) to illustrate your ideas. Book IV, Chapter 1 shows how to draw lines and shapes.
Sound and video: Include sound and video to make your presentation a feast for the ears and eyes. Book V explains sound and video.
To help you understand what you’re getting into, the rest of this chapter provides a whirlwind tour of PowerPoint. It explains what creating a presentation entails, from inserting the first slide to putting on the finishing touches. Better fasten your safety belt.
After you create a new presentation, your next task is to insert the slides (see Book II, Chapter 1). As shown in Figure 1-2, PowerPoint offers many preformatted slide layouts. These layouts are available on the New Slide drop-down list, the drop-down list you open when you want to insert a slide. Each layout is designed for presenting information a certain way.
As you create slides, you can jot down notes in the Notes pane. You can use the notes later on to formulate your presentation and decide what you’ll say to your audience while each slide is on-screen.
To help complete tasks, you can change views. Figure 1-2 shows the PowerPoint window in Slide Sorter view. This view is best for moving, copying, and deleting slides. PowerPoint offers the View tab and View buttons for changing your view of a presentation. The program offers many different views, each designed to help with a different task.
The next step is to think about the appearance of your presentation (see Book II, Chapter 3). Figure 1-3 shows the Design tab, where you make most of the decisions that pertain to the presentation’s look. Starting here, you can change the slides’ colors and backgrounds. You can also choose a new “theme” for your presentation — an all-encompassing design that applies to all (or most of) the slides. If you’re the type of person who doesn’t run with the herd, you can overhaul one of these themes and in effect redesign it by switching to Slide Master view and tinkering with the master slides (see Book II, Chapter 2).
Figure 1-2: Adding a new slide in Slide Sorter view.
Figure 1-3: Go to the Design tab to design the look of your presentation.
Choose a design for your presentation early on. The fonts, graphics, shapes, tables, and charts you put in your presentation have to fit the design. If you change designs after you’ve created the majority of your slides, you may have to choose new font colors and graphics. You may have to redesign your tables, charts, and diagrams as well because they don’t fit into the new design you chose.
A PowerPoint presentation should be more than a loose collection of bulleted lists. Starting on the Insert tab, you can place tables (see Book III, Chapter 1), charts (Book III, Chapter 2), and diagrams (Book III, Chapter 3) on slides. You can also adorn your slides with text boxes, WordArt images, and shapes (see Book IV, Chapter 1). And when you include a bulleted or numbered list, you can employ nonstandard bullets and numbering schemes to make your lists a little different from everybody else’s (see Book II, Chapter 5).
Use your imagination. Try to take advantage of all the features that PowerPoint provides for communicating with an audience.
As I mentioned earlier, PowerPoint slides can play video and sound (see Book V). You can also enliven a presentation by “animating” it (see Book V, Chapter 1). Starting on the Animations tab, you can make slide items — bulleted lists, shapes, and clip art — arrive and leave the screen from different directions. You can make the items on a slide move on the screen. As a slide arrives, you can make it spin or flash.
During a presentation, you can draw on the slides, as shown in Figure 1-4. You can also blank the screen, show slides out of order, and detour your presentation into a customized slide show (see Book VI, Chapter 1). Most presentations are made to be delivered in person by a speaker, but you can deliver presentations from afar by choosing commands on the Slide Show tab.
These kinds of presentations can run in your absence:
Self-running presentation: A presentation that runs on its own and can be exhibited at a trade show or other public place (see Book VI, Chapter 3).
User-run presentation: A presentation that others can run. Special buttons permit individuals to go from slide to slide (see Book VI, Chapter 4).
A handout: A printed copy of a presentation (see Book VI, Chapter 2).
A CD: A packaged CD copy of a presentation that others can show on their computers (and you can take on the road). People who don’t have PowerPoint can view presentations after they are packed for a CD (see Book VI, Chapter 5).
A Web page: A version of a presentation formatted for display on the Internet or an intranet (see Book VI, Chapter 5).
Figure 1-4: Draw on slides to add a little something to a presentation.
I hope you enjoyed this tour of PowerPoint. Before you disembark, please check your surroundings to make sure you haven’t left anything on the bus. Enjoy your stay in PowerPoint Land.